Team Member Assignment for Concours Pro Round-Robin Calendars

Contents

• Overview
• Adding Staff To a Round Robin Calendar
• Reschedule Preference
• New Appointment Preference: Always Book with the Contact’s Assigned User
• Points to Note Before Using This Feature

Overview

Concours Pro allows you to determine which team member is assigned to an appointment using a round-robin calendar. You can set preferences for rescheduled appointments and new appointments, including whether a contact’s assigned user should always handle their appointments.

Adding Staff To a Round Robin Calendar

To add staff to your round robin calendar:

1. Go to Settings > Calendars.
2. Click the 3 dots for your desired calendar.
3. Click Edit.
4. Go to the Select team members section.
5. Click in the list to select team members.
6. Select the priority and meeting location for each team member.

Note: Select your Appointment Distribution preferences via the radio buttons:
Optimize for availability or Optimise for equal distribution.

Reschedule Preference

You can choose whether to reassign a rescheduled appointment via round-robin scheduling or keep the original appointment owner. This ensures continuity by having the same team member handle the rescheduled appointment if desired.

How It Works:

• Reassign through Round Robin: If selected, rescheduled appointments are assigned to any available team member according to the round-robin algorithm.
• Keep Same Appointment Owner: If chosen, only the original appointment owner’s available slots will be shown when rescheduling.

Tip: You can disable Allow Staff Selection to prevent bookers from changing the team member on the booking widget.

New Appointment Preference: Always Book with the Contact’s Assigned User

This feature allows you to ensure that new appointments are always booked with the contact’s assigned user. This setting can be controlled from the Advanced Settings under Team Members in the Round Robin Calendar.

Prerequisites:

To use this feature, ensure the form is first in the booking widget’s order, which can be adjusted in the Forms & Payments tab.

How It Works:

• No Assigned User: Appointments are assigned via round-robin scheduling.
• Assigned User Not Part of the Calendar: The appointment is assigned through round-robin among the team members in the calendar.
• Assigned User Part of the Calendar: The contact is booked with their assigned user, whose available slots are shown in the booking widget.

Additional Settings:

• Assign contacts to their respective calendar team members each time an appointment is booked: Updates the contact’s assigned user to the team member they have an appointment with.
• Skip assigning contact if contact already has an assigned user: Maintains the current assigned user, regardless of future bookings.

Points to Note Before Using This Feature

• Tip 1: Disable Allow Staff Selection to maintain consistency in team member assignments.
• Tip 2: Ensure consistent settings across all calendars to avoid conflicts.
• Tip 3: Check assignment settings in Notifications & Additional Options.